Xtractor Depot turned Telegram and Gmail into an AI chief of staff — one command layer over the whole business.
A 10-year-old precision lab-equipment supplier serving demanding customers across regulated industries and advanced manufacturing. The founder didn't need another chatbot. He needed leverage — a way to run the business from his phone without living in his inbox.
- Industry
- Precision lab equipment
- Founded
- 2016
- Stack
- Gmail · Workspace · Telegram
- Interface
- Telegram (mobile)
- Go-live
- 27 days from kickoff
The founder was the bottleneck — and the inbox was where it showed.
By 2026, Xtractor Depot was a fast-scaling precision lab-equipment supplier. Orders were up and the team was capable — but every important decision still routed through one person: Andrew, the founder.
The drag wasn't strategy. It was the operating layer around it — the email, the follow-ups, the “where does this stand” questions, the context scattered across a dozen tools:
- Inbox overload — Tens of thousands of messages and thousands unread — real customer, finance, and legal items buried under newsletters and notifications.
- Context everywhere — Status, scheduling, and follow-ups spread across Gmail, Calendar, Drive, and the ERP — each its own login.
- Nothing proactive — No layer surfaced what needed attention; Andrew had to go looking, usually after hours.
- Founder focus — The work only he could do — sales, product, key relationships — kept getting crowded out by operational noise.
Andrew had tried AI tools before. Each worked for a weekend, then broke when an integration changed — and none had any context about the business or did anything on its own. That's when he started working with Ramped.
Day 1 to day 27. One command layer, then a team of agents.
Agent 1: Chief of Staff
Live on day 9Andrew's single point of command, reachable from Telegram on his phone. It holds his operating context — priorities, delegation rules, communication style — and coordinates the specialist agents. Ask it anything from “what needs me today?” to “push Q3 revenue,” and it routes the work and reports back.
Agent 2: Inbox triage
Live on day 14Sorts, labels, and routes Gmail continuously — archiving repetitive noise (receipts, newsletters, notifications) while preserving every customer, revenue, finance, and legal thread. Nothing is deleted: high-signal items get surfaced for Andrew, the rest get routed or filed.
Agent 3: Accountability briefings
Live on day 20A morning briefing at 7:00 AM and an evening accountability check, plus a weekday business-objectives review across revenue, cash, marketing, and operations. Instead of Andrew remembering every open loop, the system brings the day's priorities and risks to him.
Agent 4: Specialist coordination
Live on day 27A roster of role-based agents — operations, finance, marketing, revenue — working from shared objective files, with skills synced across them every 30 minutes. The chief of staff hands work to the right specialist and synthesizes their results into one answer.
What needs me today?
Overnight triage is done — 38 sorted, 2 flagged for you: a customer escalation and a contract to sign. Nothing else is on fire before your 10am. Want me to hold 2–4pm for deep work?
Before and after, the first month.
The numbers are the visible part. The real change is that Andrew stopped starting his day in a 90,000-message inbox and started it with a briefing — and the work only he can do stopped competing with everything else. Nothing was deleted; the noise was archived and routed, the signal surfaced.
“The biggest win wasn't that AI answered one email faster. It's that I finally have a command layer over the business. I text it from my phone, it clears the noise, surfaces the real decisions, coordinates the other agents, and tells me what actually needs me. It turned AI from a novelty into an operating system.”— Andrew, Founder, Xtractor Depot
The biggest win wasn't speed. It was getting his attention back.
Andrew expected an inbox cleaner. What he got was an operating layer that changed how the business runs day to day:
Priorities and risks arrive proactively each morning, with an evening accountability check to close the loop.
Andrew asks from Telegram; the agent inspects every connected tool and answers — no dashboards to open.
Operations, finance, marketing, and revenue agents share objective files and sync skills every 30 minutes.
Repetitive mail archived and routed automatically; customer, revenue, finance, and legal threads always preserved.
Next: deeper finance and revenue automation.
With the command layer in place, Xtractor Depot is extending what the specialist agents own:
- Revenue operations — Deal-stage hygiene, automated follow-up sequences, and pipeline risk surfaced to the chief of staff before deals stall.
- Finance & cash — Recurring cash and margin reviews drafted from the books, with exceptions routed for a decision instead of sitting unseen.
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